Transferring Effective Practices: Guidelines Presented by Dato’ Lakhbir Singh Chahl Secretary General, CITYNET Regional Network of Local Authorities for the Management of Human Settlements

TRANSFERRING EFFECTIVE PRACTICES TRANSFERRING EFFECTIVE PRACTICES DECENTRALISED COOPERATION DECENTRALISED COOPERATION NETWORKING PARTNERSHIPS INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY - SHARING INNOVATIVE IDEAS & SOLUTIONS - CREATING STRATEGIES FOR ADAPTATION & IMPLEMENTATION Introduction

Promote technical cooperation Better matching supply and demand Now: Peer-to-Peer (City-to-City) CITY CITYNET encourages peer-to-peer transfer by city-to-city cooperation, promoting best practice transfers at the LOCAL LEVEL Peer-to-Peer Transfers RECIPIENT DONOR Before: Donor to Recipient

YokohamaShanghaiMumbaiColombo Kuala Lumpur BangkokKarachiShanghai Dhaka Chittagong Makati Hanoi Kathmandu Lyon Taipei Suva Seoul Peer-to-Peer Transfers

EFFECTIVENESS:  More effective transfers between socially and economically similar cities  Similar cities face similar problems and are able to form cooperative solutions What city networks such as CITYNET have to offer:  opportunities for the identification of common issues, problems and solutions  sharing of knowledge, expertise and experience  establishment of regional and national networks of urban practitioners  documentation and dissemination of effective practices  initiation of dialogues between cities  training activities; organisation of study tours Peer-to-Peer Transfers

Tangible Impact Technical Feasibility Factors for Transfers Three Main Types of Transfers Partnership Sustainability Informational Managerial Elements of a Transfer

Four Principal Steps for Effective Transfers STEP 1 Match Supply with Demand STEP 2 Define scope of Transfer STEP 3 Adapt Transfer STEP 4 Implement and evaluate Transfer Awareness of relevant best practices Agreement in principle to explore possibilities of exchange Formation of transfer committees or task forces comprised of key stakeholders and task managers on both sides Transfer feasibility study (comparison of respective indicators, contexts and obstacles) Agreement and signature of MoU between stakeholders Documentation of lessons learned (supply side) Adaptation of transfer to local context Pilot demonstration project Documentation of lessons learned (demand side) Full scale implementation Assessment of results Evaluation report Intermediary’s Role: Catalyst Intermediary’s Role: Broker Intermediary’s Role: Facilitator Intermediary’s Role: Evaluator Awareness Building and Media Involvement Monitoring and Evaluation Elements of a Transfer

Each has an important and specific role to play Key Actors in Transfers Key Actors in Transfers City Officials Governments – National, State, Local Private Sector Media Academic/Research Organisations Foundations NGOs and CBOs Professional and Civic Organisations

Suggested Actors and Possible Functions of Key Roles Political Support Financial Support Technical Support Admin. Support Facilitator / Mediator Government XX X City Officials XXXX NGOs/ CBOs XXX Private Sector XXX Professional Associations X XXX Media X XX Academic/Research Organisations XXX Foundations X XX Multi- and Bi-lateral Support Programs XXXXX Suggested Actors and Possible Functions of Key Roles Elements of a Transfer

Suggested Actors and Possible Functions of Key Roles Elements of a Transfer Process Indicators for the Effective Transfer of Practices PARTICIPATION Does the transfer involve and/or promote participation of all possible stakeholders? TRANSPARENCY Is the transfer process open and accessible to all stakeholders? ACCOUNTABILITY Are mechanisms in place to ensure accountability for actions and responsibilities of all partners involved? INCLUSION Is the participation of all potential stakeholders considered in the transfer’s design? FINANACIAL FEASIBILITY Are resources and/or funding available to realize and sustain the initiative? Are funding alternatives identified? SUSTAINABILITY Does the initiative consider the economic, environmental and social needs without trading off one at the great expense of the other, now or in the future?

Elements of a Transfer KEY COMPONENTS OF A TRANSFER

OBSTACLES:  Political resistance to change…  Staff resistance to change…  Inappropriate rules and regulations…  Corruption…  Inability to work across departmental or divisional boundaries…  Little or no local involvement in policy formulation and decision- making… RESPONSES: … face-to-face meetings with officials …training to empower staff …peer-to-peer learning and study tours to create awareness of problems …best practices forge ”win-win” situations to overcome corruption …study tours and staff exchanges involving a team of decision-makers …demonstrate effectiveness of local partnerships through best practice transfers Overcoming Obstacles and Challenges

Flexibility and Innovation are a Fundamental Requirement To Any Transfer Flexibility and Innovation are a Fundamental Requirement To Any Transfer

Overcoming Obstacles and Challenges Building on New Opportunities through Best Practice Transfers Ensuring Transparency & Accountability Policy Reform Policy Reform Empowering the Local Community and NGOS Involves multiple stakeholders and actors in the process of implementation, ensuring transparency and accountability By recognising and acknowledging local communities’ potential and real contributions to bettering their own living environment Engage in broad dialogue and consider how others have introduced participatory planning and decision-making processes

 a common or shared set of problems and issues  similarities in social, economic and demographic contexts  local support for such partnerships and co-operative exchanges  similarities in social, economic and demographic contexts  a mutual commitment to share and to learn  documented evidence of a proven solution in the form of a good or best practice  an understanding of the similarities and differences in administrative and political contexts and procedures Considerations for the Selection of Partners and Projects

Clarifying Capacity – Scales of Transfer Agreements HOST PARTICIPANT Study Tour with action planning Study Tour Staff Exchange Staff secondment/experts Types of technical cooperation Agreements Technical Cooperation Agreement Twinning Agreement Long term peer-to-peer learning, exchange, study tours, etc.

TCDC Advisory Services Photo: AX Walde Resulted in the following proposals: - Pilot waste segregation at barangay level with support from SEVANATHA - Maximizing composting at the dumpsite - Organizing waste pickers into waste recyclers at barangay level. Experts from Bangkok, SEVANATHA And Sri Lankan Cities Makati, Muntinlupa and Baguio CITYNET AS INTERMEDIARY SOLID WASTE MANAGEMENT Promoting the Compost Bins as an Alternative Solution for Household Waste Disposal

Penang (Malaysia)Yokohama Transfer from Yokohama to Penang Photo: Bernadia Results: Solid waste management: (a) Launch of recycling activities by Penang Municipality, (b) Solid waste data collection and management. Urban Design: (a) Master plan for George Town Areas and Campbell Street. Road management: (a) Traffic safety plan for Penang and (b) the development of parking lots. CITYNET facilitated successful transfers from Yokohama to Penang (1993 – 1995) Photo: Bernadia TCDC TAS (Technical Advisory Services): -- Experts from Yokohama were assigned -- PENANG CITY TCDC Study Visit and Training: -- Penang staff visited Yokohama for study tours and training --

Considerations for the Selection of Partners and Projects Checklist for an Effective Partnership Agreement Develop clear and achievable mission and goals Identify type of partnership agreement Develop estimated timeline Secure required resources Set clear expectations Provide necessary staffing and training

1.Hosts also learn from visiting teams and benefit from reviewing their own practice 2.Learning takes place at individual, organisational, and institutional levels 3.Product champions play a critical role in the transfer process 4.Successful implementation of transfers requires partnerships; a participatory, integrated and flexible approach 5.Transfer provides a non-crisis incentive for cross-cultural collaboration Lessons Learned

6.Transfer is not only a product but also a process 7.Extraneous factors can derail a transfer 8.Open-ended learning works best 9.Failures teach as much as success 10. Assessing cost-effectiveness of initiatives is important 11. Understand the local context to assess opportunities and constraints of a transfer 12.It is important to celebrate the replicator Lessons Learned

OPPORTUNTIES FOR LEARNING AND DEVELOPMENT Empowering People Formalizing and Strengthening Mechanisms for Participation Transparency, Trust, & Openness Strategic & Comprehensive Planning Leadership and Change – “Thinking Outside the Box”

Monitoring, Evaluation & Feedback STEPPROCESS Impact Evaluation Gather key participants together as a group to evaluate the results of the transfer Constructive Critique Develop a list of criteria from the previous stages of the transfer process that best represents the critical factors of the project Survey Using the criteria developed by the participants, develop a survey- feedback instrument to be distributed to and completed by community stakeholders, e.g., residents, NGOs, businesses, government Document Collect, compile and document survey results Identify Identify key success and problem areas Long-term Schedule on-going evaluative processes to highlight successes and discuss remedies/alternatives for problems STRATEGIC PROCESS FOR PROGRAM EVALUATION

5F International Organisations Center, Pacifico-Yokohama, Minato Mirai, Nishi-ku, Yokohama , JAPAN Tel: ; Fax: URL: 5F International Organisations Center, Pacifico-Yokohama, Minato Mirai, Nishi-ku, Yokohama , JAPAN Tel: ; Fax: URL: